Student Organization Handbook
Student Development Outcomes
The Student Life Staff at Transylvania is dedicated to the learning process. We strive to
provide students with experiences that will allow them to develop outside the classroom
and in support of their classroom learning. Because much of your outside the classroom
experience takes place in your involvement in student organizations, we felt it was
important to share with you the areas in which we look for student development. They
include the following:
1. Self-Awareness: Students will gain the basic developmental tools and strategies
necessary to continuously discover, evaluate, and formulate their professional and
personal identities.
2. Responsible Citizenship: Students will learn the responsibilities for living in a
community and will develop social, ethical, and political skills through
participation in campus organizations, community groups, and servant leadership.
3. Effective Interpersonal Relationships: Students will develop respectful and clear
communication skills as they establish trusting relationships.
4. Healthy Lifestyle: Students will exhibit a balanced approach to personal lifestyle
choices in the following areas of development: social, emotional, spiritual, and
physical.
5. Embracing Diversity: Students will develop skills to recognize and appreciate
similarities and differences of race, culture, religion, sexual orientation,
ability/disability, and gender among community members. In addition, students
will demonstrate respect for each person as a valued community member.
6. Leadership: Students will be able to acquire the skills, attitudes, and knowledge to
successfully work with and through others for the accomplishment of mutual
goals.

Mission of the Student Activities Office
The mission of the Student Activities Office is to support the University's mission by
providing services, programs, and learning opportunities for students to enhance their
personal development and overall educational experience. The office provides assistance
to individual students, student organizations, and groups in the planning, management,
and evaluation of programs and organizational activities directed toward meeting the
wide variety of student needs and interests represented on campus. It promotes student
involvement as an integral part of a University education and works to assist students in
developing in the following areas: self-awareness, responsible citizenship, effective
interpersonal relationships, healthy lifestyle, embracing diversity, and leadership.

Definition and Classification of Student Organizations and Groups
All student organizations or groups wishing to use University facilities or property, use
the University name, or solicit membership or raise funds on campus must be either
sponsored or recognized by the University. All groups must reapply for recognition
annually. A current list of student organizations and groups is available on Inside Transy.
Student organizations and groups
may be categorized as follows:
Campus Media—pertaining to print, graphic, and audio communications
Campus Service—pertaining to service to the University
Community Service—pertaining to service to the community
Departmental—pertaining to an academic program or divisional area of interest
Governing—groups that represent the student body and serve as a liaison to the
University administration or govern groups of organizations
Greek—national fraternities and sororities organized and chartered under special
regulations
Honorary—pertaining to local or national academic and/or leadership honors
Religious—pertaining to organizations associated with religious endeavors
Special Interest—pertaining to special interests, services, and activities
University Sponsored Organizations and Groups
University sponsored organizations and groups are sponsored under the umbrella of a
University office or department and may be directly funded by the University.
Recognized Student Organizations and Groups
Recognized student organizations and groups operate on a voluntary and self-governing
basis. These groups are funded through membership dues, fund-raising projects, and
budget allocations from the Student Government Association and other sources.
Temporary Recognition
Temporary recognition may be granted to new student organizations and groups that are
in the process of requesting permanent status. It allows such groups to use facilities to
hold informational and recruitment meetings, participate in Student Involvement Fairs,
and determine if the group can be supported by our campus. This status is also for
organizations that will only operate for a short period of time on campus, such as groups
that support a short-term program or those formed to support a specific political
candidate. If approved, temporary recognition is granted for a period of time not to
exceed six months. A Request for Temporary Status form is available on Inside Transy.

Criteria for University Recognition
All student groups requesting official recognition from Transylvania University must
meet the following criteria:
• The purpose of the organization must be compatible with the University’s statement of
purpose.

• The aims and functions of the organization must be consistent with University policies
and with local, state, and federal laws.
• The organization may not discriminate on the basis of color, creed, race, religion,
handicap, national or ethnic origin, gender, or sexual orientation with respect to
membership selection (national/international Greek organizations are granted single sex
status through Title IX).
• Control of the activities of the organization must rest in the campus group rather than in
an organization outside the University.
• The organization must have at least one adviser who is a member of the faculty or staff
of the University.
• All members must be students, faculty, staff, alumni, or trustees of Transylvania
University.
• Advisers of religious organizations must meet with the Campus Minister prior to
recognition.

Recognition Process for New Organizations and Groups
New groups may apply for recognition twice annually: by November 1 for spring
recognition or by April 1 for fall recognition.
Step One: Organizing
Students interested in starting a group on campus should submit to the Student Activities
Office a letter of intent to organize signed by a student representative and the
organization’s intended adviser. Upon receipt, groups are allowed to conduct limited
business on campus. Groups may, over a three month period, post notices on Columns
and campus bulletin boards, and reserve meeting room space on three separate occasions.
Students may meet for organizing purposes only. Groups are not eligible to receive
funding or sponsor campus programs until they are officially recognized. Students are
encouraged to meet with the Director of Student Activities to learn more about the
recognition process.
Step Two: Requesting Recognition
Once the group has organized, it is responsible for submitting the following materials to
the Director of Student Activities:
• Application for Recognition (application forms available on Inside Transy)
• A Constitution or Statement of Organization (samples available on Inside Transy)
• List of officers and members
Step Three: Review and Approval
The Director of Student Activities will review the request once all necessary materials
have been submitted and notify the group of his/her decision within two weeks.

Annual Renewal of Recognition
All sponsored and recognized student organizations and groups must submit the
following information to the Student Activities Office by the last business day of
September in order to maintain their official University status:

• Recognition Renewal form
• Annual Report (may be submitted at the end of the academic year prior to renewal)
Recognition Renewal forms are available at the Campus Center or on Inside Transy.
Groups that fail to submit their information by the September deadline will be placed on
probation until they provide the Student Activities Office with the necessary paperwork.
For more information about the renewal process contact the Student Activities Office at
233-8133 or stop by the office in the William T. Young Campus Center.

Loss of Recognition
Recognized student organizations and groups may lose recognition and privileges
through the University judicial process for the following reasons:
• Membership declines to the extent that the group cannot function normally
• Violation/s of University policy
• Discrimination on the basis of color, creed, race, religion, handicap, national or ethnic
origin, gender, or sexual orientation with respect to membership selection
• Harassment or discriminatory acts against an individual/s or organization/s
• Hazing
• Functioning without a faculty or staff adviser
• Failing to complete recognition renewal through the Student Activities Office
• Failing to remain financially solvent with the University
When a student organization or group loses recognition, it must surrender its charter,
constitution, bylaws, and all other official documents to the Student Activities Office.
After dissolution and reconciliation of all accounts, its remaining assets or indebtedness
are to be disseminated consistent with policy and majority rule. Appeals must follow
appropriate University judicial
procedures as outlined in the Student Rights and Responsibilities section.

Inactive Status
Some organizations become inactive over time due to a lack of membership. The Student
Activities Office keeps files of inactive organizations to serve as a resource to students
wishing to reactivate these organizations or who are pursuing new organizations with
similar purposes. For more information, contact the Student Activities Office.

Services Available to Student Organizations and Groups
Organizational advising and program planning
Applications
Organizations may offer applications or forms to be picked up or collected at the
campus center desk. Groups should create a folder to be placed in the â&#x20AC;&#x2022;hanging
filesâ&#x20AC;&#x2013; behind the desk to distribute applications and collect completed copies.
Groups may request a manila folder, label and hanging file for such use. Please
do not advertise applications or forms as available until they actually are; and be
sure there is a contact name and number listed on the file to notify when forms
run out or for questions. Campus Center Staff are not responsible for restocking
these files. Files will be disposed of one week after the due date listed.
On-line Applications
Groups may also ask for their application or form to be made available online.
There is a Current Applications page on Inside Transy that can be linked to a
notice on Columns or sent in an email. See Diane Fout for more information.
Organization mailbox/mail service
Organizations wishing to receive mail during the year are encouraged to request
an organization mailbox in the campus center by contacting Kara Atwell.
Copies
In order to charge copies on campus, organizations must have a university
account. Check with your advisor to see if you have an account to use for making
copies. If a group does not have an account, it can request one by making a
minimum deposit to the accounting office of $25. Once an account is established,
the group will request a copy charge code from Office Services. This code will
allow the group to charge copies in the Campus Center and Old Morrison.
Groups wishing to charge copies in the library will need to additionally request a
copy card for their group at the front desk of the library. This card will remain at
the library and can be checked out by the group when making copies in the
library. All copies made with this card will be charged to the groups account.
Tax exempt purchases
An organization with a university account is encouraged to use a purchase order
for all purchases when possible. Using a purchase order allows the group to make
a tax exempt purchase as opposed to paying tax on the total when using a credit
card or purchasing with your own money and then being reimbursed. For
assistance with this, see Diane Fout.
Recommended Vendor Lists
The Student Activities Office has lists of recommended vendors for various
purposes including t-shirts, favors, decorations, rentals and other event supplies.
We can assist you in finding the best deals and reliable businesses.
Assistance with contracts
To ensure your organization protects itself and its members and negotiates the
best deal possible, the Student Activities Office can assist you in working with
businesses and dealing with contracts.
Online Events Calendar
To assist you in planning your events, the Student Activities Office provides an
online calendar. To list your event, send an email with the time, date and location

to calendar@transy.edu To view the calendar, go to Inside Transy under News &
Information.
Annual Student Involvement Fair/RECONNECT Re-Involvement Fair
All student organizations, either returning or newly forming are invited to
participate in the Student Involvement Fair held at the beginning of the school
year to allow groups to showcase their organization and to solicit new members.
There is also a smaller version held in January called RECONNECT which allows
transfer students or students who are still looking for involvement opportunities to
find groups to connect with.
Specialized group presentations or individual consultation available on
request
Members of the Student Life Staff and Student Activities Office are able to
provide specialized presentations and training for your group on a variety of
topics. We are also available for one on one leadership consulting. Please contact
Diane Fout for more information.
Procedural advice and assistance in completing University forms and
utilizing campus services

Contacting Organizations and Groups
Any mail received to campus for student organizations will be forwarded to the primary
contact person for the group through campus mail. Greek organizations, however, have a
mailbox at the campus center desk. Please assign only one person from your
organization to pick up mail. All student organizations and groups are encouraged to
request a mailbox in the campus center. Students wishing to contact an organization or
group and learn more about them can email the primary contact or advisor through the
list of organizations available on Inside Transy. To protect the privacy of students, the
student activities office will not give out your phone number as an organization contact to
solicitors. Instead, we will provide them with an email address and allow you to contact
them if interested.

Policies, Procedures and Resources for Student Organizations and
Groups
Alcohol (please refer to the Event Policy for procedures related to events with alcohol)
Advertising (see Posting/Display/Advertisement Policy)
Balloons/Helium
The Student Activities Office has a helium tank available for use by members of the
campus community and also stock some balloons and streamer. Balloons and/or helium
may be charged to groups or offices with a University account, or may be purchased for
cash. Balloons are $.25 and helium is $.25 per balloon. If you plan to purchase more
than 20 balloons, please notify the office at least 5 business days in advance to ensure
there is enough helium.

Banner Paper and Markers
The Campus Center has a supply of banner paper and poster markers for recognized
student groups to use. The paper comes in either 2ft. or 3ft. in height. We recommend
the 2ft. if you are hanging it on the front of a table. Groups must follow the university
posting policy or they will not be permitted to use banner paper in the future. You may
check out the key to the paper closet from the campus center office with your Transy I.D.
Paper is only for use by student groups to make advertising banners. Rolls must stay in
the closet at all times. Groups or individuals wishing to use paper for decorating or for
personal use may purchase it for $.25 per foot. Please remember to use the vinyl roll
under your paper when making a sign with markers and do not make signs on carpeted
areas. Stains left on tables or carpet will be charged to the offending group or individual.
Candles/Torches/Bonfires
The use of candles, torches, and bonfires is strictly limited on campus. Candles may only
be used in outside areas unless prior approval has been given by a member of the Student
Life staff or the building supervisor. Any use of torches or bonfires on campus must be
approved in advance by the Director of Student Activities. Approval for such use is not
guaranteed. (From the University Policies and Procedures section of the Student Handbook)
Chaperones
Depending on the event and the best interest of attendees as well as the sponsoring group,
we may recommend and/or require some form of chaperone as part of the approval
process for the event. Our goal, however, is to allow groups to host events as
independently as possible.
Copies
Groups with a university account or a departmental account where copies can be charged
may request a â&#x20AC;&#x2022;copy codeâ&#x20AC;&#x2013; from Office Services in Morrison 003 or at x8154.
Copyright
Groups should follow all copyright law, especially as it pertains to copying of artwork or
images and showing of movies or videos. Groups may not show films in public areas
unless licensed to do so. For more information contact the Director of Student Activities.
(From the University Policies and Procedures section of the Student Handbook)
Donations (see Fund-raising/Donations)
Event Policy
Event Approval Process
The sponsoring organization is responsible for acquiring approval from a member of the
Student Life staff for all social events held on or off campus in reserved, rented, or leased
areas at least eight business days in advance of the event. Occasional exceptions may be
granted at the discretion of Student Life staff. Groups should not advertise or make
deposits until approval is granted. Hosting events without approval will result in
disciplinary action. Approval forms are available on Inside Transy. Limitations may be

imposed upon the number of events approved for the same day at the discretion of the
Student Life staff. Approval may be denied for organizations or individuals if the event is
scheduled during the 24-hour quiet period for final exams (beginning at 5 p.m. the Friday
before final exam week), the night before regularly scheduled classes, or the night before
special campus-wide events (i.e. Family Weekend, Open House, etc.).
On-Campus Event Policies
Only Transylvania University students, faculty, staff, alumni, and their invited guests are
permitted to attend on-campus events. Additional approval must be acquired to host an
event that is open to the general public. Clean-up and restoration of the rented/leased or
reserved space and surrounding areas are the responsibility of the host/sponsor and must
be done by 6 a.m. the next day. A fine (minimum of $100) will be assessed if the work
has to be performed by other persons. Judicial action may be taken against
individuals/organizations for repeat offenses. Organizations with a demonstrated history
of damage may be required to place a monetary deposit on the reserved space prior to the
event. If damage occurs, any person(s) known responsible for said damage to the
registered and/or surrounding public areas will be subject to financial restitution and
disciplinary measures as specified by University officials and/or its judicial system. If
responsible individuals are not known, the host/sponsor shall be held accountable for any
damages associated with the event. Events must conclude no later than 11:30 p.m.
Sunday-Thursday or 1:30 a.m. Friday and Saturday unless approved by a member of the
Student Life staff.
Outdoor Events
Any outdoor event on campus must follow guidelines for working within campus noise
policies. If the event may be disturbing to our campus neighbors (i.e. – noise or traffic),
the group is required to send ―good neighbor‖ letter no less than 10 days prior to the
event. Sample letters and mailing labels may be obtained from the Student Activities
Office.
Event Guests
While the sponsoring organization is responsible for risk management at their event,
individuals are also held accountable for their own behavior and their guest(s). Please
ensure that you and your guest(s) are complying with all University policies and
procedures if you are attending an on or off campus event. Noncompliance may result in
disciplinary action against the individual and/or sponsoring organization.
Hosting Events with Alcohol
In order to host an event with alcohol, either on or off campus, all requirements of the
Alcohol Policy (found in an earlier section of the University Policies and Procedures)
must be met. Additionally, the following requirements must be met:
• Prior to hosting, an organization or group may be required to complete an education
requirement and/or a risk management plan for the event approved by the University.
This could include an executive board meeting with the appropriate professional staff

to review campus policy or an educational program for the organization or group’s
membership.
• The possession, sale, use, or consumption of alcoholic beverages during a sponsored
event on or off campus must be in compliance with federal, state, and local law, and
University regulations.
• No event involving alcohol shall be held on campus on weekdays or the day before a
major university event.
• Hosting groups must EITHER employ a third party vendor OR ensure that guests
comply with BYOB requirements.
o All third party vendors must possess a liquor license and be in compliance with
federal, state and local laws.
o Individuals who are 21 years of age or older and choose to consume alcohol
may bring their own beverages (BYOB) for personal consumption. BYOB will
not exceed a 6-pack of 12 oz. individual servings of beer, or one half pint of hard
liquor. Any container larger than this is strictly prohibited (i.e. kegs, alcoholic
punch, cases of beer, etc.). Transportation of alcohol must be in compliance with
University policy.
• The sponsoring organization is responsible for checking IDs and properly identifying
those who are 21 years old. Wristbands are recommended and can be purchased from
Office Services.
• No alcoholic beverages may be purchased with University, sponsor, or host funds; and
no collections may be taken up for the purpose of buying alcohol for the members and
guests of the event.
• The host/sponsors are expected to provide non-alcoholic drinks and food for underage
guests and those who choose not to consume alcohol. There should be adequate provision
of non-alcoholic drinks and food for all invited guests.
• The sponsoring organization is responsible for supplying sober party monitors at the
entrances and exits of the event to ensure the consumption of alcohol is moderate,
confined to the area defined by the lease or rental agreement, and that only individuals
21 years or older are permitted to consume alcoholic beverages. The monitors will also
serve as a watchful eye to help prevent injury to any potentially intoxicated person or
guest of the event and may prohibit intoxicated individuals from entering the event.
• If the event is private, a guest list must be provided and turned in at least 2 business
days prior to the event. The number of guests is not to exceed 3 per member or 250 total.
Guests must also legibly register their legal name on a sign-in sheet. This sign-in sheet
must be returned to the administrative advisor with whom the event was originally
registered by the first business day after the event.
A guest list must be provided and turned into the appropriate Student Life staff person at
least two business days prior to the event. The number of guests allowed is not to exceed
three per member or 250 total, whichever is smaller.
• Upon entering the event, guests must legibly register on a sign-in sheet to record
attendance. By the first business day after the event, this sign-in sheet must be returned to
the Student Life staff person with whom the event was approved
• There should be no campus advertising for the event, and no references to alcohol may
be made on invitations issued to the guests of the event. A member of the Student Life
staff must approve invitations before they are distributed.

(From the University Policies and Procedures section of the Student Handbook)
Event Equipment
The Student Activities Office has a variety of resources available to your group for use in
planning events. A partial list is included:
Portable sound system*
Large video projection system*
Coolers
Portable grills
Extension cords

Gloves
Outdoor movie screen
Tables
Chairs
EZ Up Tents

* Requires scheduled training session prior to use (allow at least one week to coordinate)
Groups wishing to use this equipment must contact Diane Fout preferably one week in
advance to arrange for its use. Some equipment may be checked out by the group while
other equipment can only be reserved for use during an event that is setup by university
staff. Groups are responsible for proper check out, use and return of equipment. To
check out equipment, it must be reserved through the office manager in the campus
center in advance. When coming to pick up or return â&#x20AC;&#x2022;reservedâ&#x20AC;&#x2013; equipment, have the
manager on duty check over the equipment and complete the event check out/in sheet. If
equipment is not returned in the appropriate manner and timeline or is dirty or damaged,
the group will be fined and will not be permitted to use such equipment in the future.
The person checking out the equipment is personally responsible for the equipment until
it is returned intact. In addition, the group may be banned from equipment checkout for
an extended period of time depending on the circumstances.
Groups are encouraged to donate leftover supplies or decorations from their events for
use by other groups to use for campus wide events that benefit the entire campus.
Oftentimes the Student Activities Office may have leftover supplies to offer your group
as well.
Event Limitations
No events may take place in the residence halls the night before any major university
event or on a Sunday when the University is closed on Monday. And no more than 2
events may take place in the residence halls at the same time.
Funding
Only certain organizations are eligible for direct University funding. Groups not
receiving University funding may apply for funding from the Student Government
Association or Student Programming Fund. University funds may not be used at any time
for the purchase of alcoholic beverages.
There are several options for funding that recognized student organizations can request:

Student Programming Fund
The university has set aside $4,000 and SAB has contributed an additional $4000
to an annual fund of money available to student organizations to plan campus- wide
student events. The criteria include:
Requesting groups must have been approved for university recognition for the
current year.
Groups may request up to $1000 per event and must attach a proposed event
budget.
Events must fall on a Friday or Saturday night and priority of funding will be
given to events scheduled between November 1st and March 1st.
Events must be alcohol-free.
Events should be of universal interest to students and must be open and accessible
to all students.
Events should not charge a fee for students to participate but can have fundraising
elements as part of the event.
If the event is approved for funding, group must also complete and have approved
an Event Registration Form within the appropriate timeframe.
If the event has fundraising elements, group must also complete and have
approved a Fundraising/Donation Application within the appropriate timeframe.
All purchases and expenses incurred from the event that are funded by the
program must be made through the Student Activities Office.
Any leftover supplies or decorations become the property of the Student
Activities Office for future events.
At the end of each term, if less than half of the total budget has been used, groups
may request the additional funds for events that do not meet all of the criteria.
Student Government Association
SGA has money available each year for use by student groups. For more
information contact a member of the Student Government Association or check
out their website at http://homepages.transy.edu/~sga A Request for Funding
Application form is available in the back of this handbook or online on the
Student Life webpage on Inside Transy.
Departmental Funds
Some departments may have money available to sponsor departmental speakers or
programs at the discretion of faculty. This money is not available to â&#x20AC;&#x2022;request,â&#x20AC;&#x2013;
however if you have suggestions or ideas to bring to the faculty in those
departments, please do so.
Fund-raising/Donations
Any individual or group wishing to raise funds or collect goods, whether through
donation, sales, or services, must file a Fund-raising/Donation Application with the
Director of Student Activities two weeks prior to the event. Fund-raising projects must be
pre-approved, and examples may include on or off campus activities such as:

• Fund-raisers (dances, car washes, etc.)
• Solicited donations of money or prizes (canned good drives, raffles, etc.)
• Unsolicited donations of money or prizes (can be reported after the fact)
A fund-raising committee oversees these activities to prevent overlap of activities, to
provide appropriate donor tax record information, and to prevent over-solicitation of
potential donors. Additional stipulations may be placed on groups organizing fundraising activities, depending on the situation. For more information, see the Director of
Student Activities. If the fund-raiser benefits a charitable organization, the agency must
also approve. As an ethical standard, 100 percent of the funds or goods raised, after
documented expenses, must go for the advertised beneficiary. A copy of donation
acknowledgement from the benefiting organization should be obtained by the student
group and returned to the Director of Student Activities within two weeks of the
conclusion of the fund-raiser. At all times, the sponsoring group bears full responsibility,
both legal and procedural, for the fund-raising project. If a fund-raising activity is denied,
the group may appeal in writing to the Dean of Students.
(From the University Policies and Procedures section of the Student Handbook)
Fundraising
Groups asking for donations of any type (canned food drives, monetary donations or
calling businesses for donated prizes), must complete a Fundraising/Donation
Application and have it approved prior to beginning any activity or making any donation
calls. You will need to attach a list of businesses you would like approval to contact or
you can acquire a pre-approved list from the Student Activities Office.
Only 2 in Forrer/CC at a time?
Groups doing fundraisers of any sort must complete a Fundraising/Donation Application
and have it approved prior to beginning any activity or making any donation calls. You
will need to attach a list of businesses you would like approval to contact or you can
acquire a pre-approved list from the Student Activities Office.
Good Neighbor Policy
When a student organization or group has an outdoor event on campus that may be
disturbing to our campus neighbors (i.e. – noise or traffic,) the group will be required to
send out a ―good neighbor‖ letter no less than 10 days prior to the event. Sample letters
and mailing labels may be obtained from the Student Activities Office. It costs
approximately $55 to send out this mailing. Groups should begin seeking approval for
outdoor events several weeks in advance in case you are required to do a Good Neighbor
mailing.
Hazing
Transylvania University believes that every student organization or group of students has
an obligation in the development of its members and that this responsibility extends to the
University where the student group is active, to parents and others who make possible the
education of members, to the communities where these organizations are located, and to
any national organization of which it is a part. While social behavior cannot be legislated,
an organization without sound ideals and practices is not a constructive influence upon
college students and shows no loyalty to the principles of education.

Hazing is defined as any action or situation created to produce mental or physical
discomfort, embarrassment, harassment, or ridicule. Such activities and situations include
but are not limited to paddling in any form, excessive fatigue, physical or psychological
shocks, kidnaps, scavenger hunts, road trips, degrading, humiliating or fear-provoking
games or activities, late
work sessions which interfere with scholarship, menial tasks, and any other activity that
is not consistent with the ideals and purposes of the student organization, or the
regulations and policies of Transylvania University. Confirmed violations will result in
disciplinary actions taken against the individual/s and/or the organization/s involved.
Sanctioning will be decided in conjunction
with the appropriate national office and may include loss of campus recognition.
(From the University Policies and Procedures section of the Student Handbook)
Hosting Social Events (see Event Policy)
Noise
In addition to the Noise Policy in the student handbook, organizations or groups
wishing to have amplified sound at any outdoor event must follow the Good
Neighbor Policy (see Good Neighbor Policy in this section of the Organization
Handbook)
Officer Eligibility
Students on academic probation cannot hold office in a student organization. When
stipulated, social probation may require the student to relinquish an office as well.
Outdoor Sports (From the University Policies and Procedures section of the Student Handbook)
Because of potential danger to automobiles parked in the back circle and Haupt circle,
sports in these areas must be limited. Volleyball, wiffleball, frisbee, and all types of nerf
balls are permitted. Baseball, softball, soccer, football, lacrosse, and other sports in which
players throw or kick equipment must be played at one of the authorized athletic fields.
For permission to use athletic facilities contact the Athletic Office at x8202. Students
and/or organizations will be held responsible for damage that occurs while playing any
sports, authorized or not.
Outdoor Events (see Event Policy, Noise Policy and Outdoor Sports Policy)
Posting/Display/Advertisement (From the University Policies and Procedures section of the Student
Handbook)

For fire safety and aesthetic reasons, all signs, posters, banners, etc., must be confined to
bulletin boards and/or kiosks (outdoor display structures). Interior walls, entrances, and
the exteriors of all buildings should be kept clear unless approved in advance by the Dean
of Students staff. Materials must be dated and include the name of the sponsoring office,
organization, or individual. No materials may be posted or displayed for more than two
weeks. No sign may exceed one half of a bulletin board or 3â&#x20AC;&#x2122;x3â&#x20AC;&#x2122; in size, whichever is
smaller. Push pins (not staples or tape) should be used to post on all bulletin boards. The
use of double sided tape is strictly prohibited. The organization or individual posting the

material is responsible for its removal and for residue and/or other damage caused by
posting. Unapproved or inappropriately posted materials will be removed immediately.
Charges may be assessed and/or continued violation may result in disciplinary action.
Transylvania University will not tolerate posted materials, displays, or advertisements
that are in conflict with the Universityâ&#x20AC;&#x2122;s human dignity statement. Reference to alcoholic
beverages or any other drug is prohibited. The use of sidewalk chalk is not permitted on
campus. Bulk mailings by student groups that use the on-campus mailbox system must be
approved by a member of the Student Life staff and submitted 48 hours in advance. No
group may sell advertisement space without appropriate approval through a completed
Fundraising/Donation Application.
Purchasing
Tax exempt purchases
Agency accounts
Reservable Space
Almost all space on campus should be reserved or approved for use in advance. A list of
reservable spaces and the contact person to reserve them is available at ems.transy.edu.
Some spaces have additional stipulations for their use.
Reserving Space on Campus
The university has a campus wide reservation system (EMS) through which all space on
campus is now reserved. You may view reserved space through this system on Virtual
EMS at http://ems.transy.edu. There are three ways to use this site. First, you can
Browse Facilities to determine who to contact to reserve the space you want. Second,
you can Browse Events to see what has already been reserved on any given day or to
check to make sure your organizations space is reserved. Third, you can Browse for
Space. This allows you to select the requirements you have for a space and browse for an
available space that meets those requirements.
Solicitation/Canvassing/Sale of Goods
The University reserves the right of final approval for all soliciting agents. Solicitation, canvassing,
and/or sale of commercial goods or services on Transylvaniaâ&#x20AC;&#x2122;s campus must be registered
with the William T. Young Campus Center at least one week in advance. A vendor sales agreement
must be on file to sell any product or service on campus. A copy of the agreement will
serve as identification and must be in possession of the vendor while on campus.
The University will not permit solicitation by companies and organizations that do not have
contractual ties with Transylvania. This applies to political candidates and/or their representatives.
In addition, the number and kind of vendor invited to campus will be strictly limited. No
vendors or solicitors are allowed on the floors of the residence halls and must remain in the area
designated by the contract.
A fee of 20 percent of net sales or $50, whichever is greater, will apply. Recognized student
organizations participating in fund-raising activities are exempt from this fee. (From the University Policies and Procedures

section of the Student Handbook)

Special Approvals
You should contact the Department of Public Safety (DPS):
Anytime you have a late night event on or off campus where students are coming
and going at night

Anytime you need any special parking arrangements (i.e. â&#x20AC;&#x201C; to deliver or setup
equipment, for guest parking, if numerous off campus guests will be attending, if
you have a bus pickup/dropoff, etc.)
When you need special access (locking/unlocking) to unstaffed facilities (i.e. â&#x20AC;&#x201C;
athletic fields, classrooms, etc.) Always make sure you have to proper approvals
before the event.
When noise may be involved with the event (i.e.- outdoor band, etc.)
When large groups will be moving across Broadway St.

You should contact Dean of Students Office:
For any special approvals recommended by a member of the student life staff
You should check with a member of the student life staff regarding details of your
event in the early stages of planning. These staff are here to assist you in your
planning, offer suggestions, make sure you are aware of policies and procedures
related to your event.
Student Travel
(Since the 2011-2012 Student Handbook printing, this policy has changed. Students
should now submit an Event Approval Form in place of the Travel Itinerary Form,
making sure to complete the Travel section of that form.)
When an individual or members of a student organization or group travel outside of
Lexington for a function of the student organization or group, they must submit a Travel
Itinerary Form to the Student Life staff at least one week in advance of the travel.
Individuals and groups become agents of the University; therefore, participants should
conduct themselves in a way befitting representatives of the University when engaged in
activities off campus. (From the University Policies and Procedures section of the Student Handbook)

Transportation
Student groups needing recommendations and assistance in coordinating transportation
for organizational purposes can contact the Student Activities Office. Groups traveling
away from campus should submit a travel itinerary to a your advisor and a member of the
Student Life Staff at least one week in advance of the travel
University Vehicles
The university has a number of cars and 15 passenger vans in its motorpool. However,
only authorized drivers are permitted to operate any of these vehicles. The driver must be
an employee and be on the approved driver list. The Student Activities Office has a list
of approved drivers.
Wristbands
Groups who are limiting access to an event or who are hosting an event with alcohol
where minors will be present, are encouraged to use wristbands to manage the event. The
Student Activities Office may have wristbands available for purchase during the school

year.

Judicial Procedures for Organizations
Any violation by an organization of the directives of University policy shall be reviewed by
the Dean of Students with Student Activities staff to determine procedural options. The violation
may be heard by the Dean of Students (or designee), University Judicial Council, Panhellenic
Council, Interfraternity Council, or other coordinating organization depending upon the circumstances.

Sanctions
One or more of the following sanctions may be imposed depending upon the infraction
and past disciplinary history:
• letter of reprimand
• restitution equal to assessed value
• work assignment or volunteer service appropriately related to the offense
• required attendance and participation in educational programming
• fine
• temporary revocation of chapter room lease
• disciplinary probation to include restricted organizational privileges (including participation
in social and sporting events, use of campus facilities, representation of the
University in any official capacity, etc.)
• temporary suspension of organization
• dissolution of the organization
(This policy revised by Dean of Students Office and University Legal Council, summer 2002) (From the Standards of Conduct
section of the Student Handbook)

The Role of an Advisor
The role of the advisor shall be:
• To ensure compliance with procedural guidelines of the University;
• To attend meetings and activities of the organization; and
• To advise in the use of organizational funds.
The advisor should be able to assist and give counsel to the student group in their regular
operations and special projects as necessary for the fulfillment of the organization’s
purposes. Areas in which the advisor should be knowledgeable to assist the organization
include:
Subject area of the organization itself.
Administration and supervision of the organization ; including by not limited to,
authority of officers, budgeting and accounting, constitutional provisions, goals
and objectives, regular programs and general administrative and leadership
techniques.
University policies and procedures as it may apply to the organization and its
activities.
University procedures for utilization of services as they may apply to the
organization and its activities.
Relationship of the organization to any local or national affiliations or
departments and organizations and the University itself.
The advisor should be a primary resource for information and procedure. Organizations
will find the advisor an effective and useful liaison with other departments, organizations
and agencies. The advisor should be able to assist in simplifying procedures and cutting

through red tape. The main organization officer and the advisor should discuss the
expectations and limitations each person brings to the organization.